Administrative Assistant I, LA Memorial Coliseum

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USC Auxiliary Services, one of the largest divisions at The University of Southern California, is focused on making a difference for over 65,000 students, athletes, faculty, staff, and guests who visit our campuses each day.  Through our innovative services, our six central business units (USC Bookstores, USC Hospitality, USC Housing, USC Transportation, the USC Hotel and the Los Angeles Memorial Coliseum) collectively create the best USC experience for future leaders, scientists, filmmakers, engineers, and doctors alike. Auxiliary Services works tirelessly to welcome all visitors into the Trojan family. We are driven to succeed by our commitment to uphold our six unifying values in Integrity, Excellence, Well-Being, Open Communication, Accountability, and Diversity, Equity, and Inclusion .

The Los Angeles Memorial Coliseum is seeking dedicated individuals who are committed to learning about and delivering the needs of a world-class sporting and entertainment venue. Individuals who will excel in these positions will be responsible to handle day-to-day operational tasks while creating a positive environment for our patrons and staff.

As the home for USC Trojans football since 1923, the Coliseum also plays host to concerts, international soccer matches, food festivals, and numerous other events. The Coliseum just completed a $315 million-dollar renovation that has ushered in a new era of service as we continue to strive to be “The Greatest Stadium in the World.”

We are seeking an Administrative Assistant I to join our rapidly growing team.

The Opportunity:

The Administrative Assistant position is a key representative of the venue in our mission to provide the best experience and the best service. The qualified candidate will be highly organized and able to multi-task using a variety of reporting and communication tools directing interactions between colleagues and guests, organizing schedules and events, entering and packaging data for review. The position is the first point of contact for the organization to meet and greet visitors on a daily basis. Responsive to inquiries and provides appropriate information by developing and following specific processes. Performs clerical tasks, as assigned. Works in an exciting environment with a demanding workload of coordinating events, facilities and technical operations.

The Accountabilities:

• Compose and produce a variety of business correspondence, report and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.

• Edit documents produced by others.

• Ensure confidentiality and controls access to sensitive information such as faculty or staff personnel files.

• Respond to inquiries and requests for information requiring knowledge of departmental and university policies and procedures.

• Serve as internal resource to faculty, administrators, staff or students on departmental and university procedures. Researches information, as requested, and relays official interpretations. Maintain currency on revisions to department, school, and/or university policies and procedures.

• Perform administrative duties associated with scheduling and coordinating meetings and planning events. Arrange with vendors for services, prepare agendas, gather and organizes supporting information, and oversee production and distribution of related materials. Attend functions to ensure satisfactory outcome. Record minutes and summarizes for typing and distribution.

• Research and gathers data for departmental reports. Conduct preliminary
  analysis of data. Recommend report content and format to display findings most effectively.

• Assist in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Track and monitor assigned budget expenditures and reports on variances.

• Coordinate the preparation, development and production of major documents, such as proposals, manuscripts, accreditation reviews. Coordinate efforts or contributions of multiple staff and/or faculty.

• Oversee office operations. Implement changes or enhancements to procedures to improve productivity, efficiency and service.

• Assist in maintaining office equipment and purchases.

• Supervise unit employees and/or student workers, as assigned. Schedules,
  assigns and prioritizes workloads. Set appropriate deadlines. Monitor employee performance on a regular basis. Ensure timely completion of unit’s work.

• Assist front desk reception, lost and found inquiries and guest services assistance by responding to inquiries or complaints from event attendees

• Responsible for escorting visitors and coordination of site visits to specified venue locations as needed

• Assist with event coordination such as guest registration or logging service requests and dispatch to resources as needed

• Participate in security process for venue access control to confirm and provide “Visitor Management” identification

• Review parking requests and coordinates allocation of permits to staff and event partners.

• Assist with the review and update of standard operating procedures and status updated of key processes for the success of the venue operation.

• Perform other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

The Qualifiers:

Minimum Education: Associate’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 2 years
Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.

What We Prefer:

Preferred Education: Bachelor’s degree
Preferred Experience: 3 years
Preferred Field of Expertise: Combined secretarial and administrative experience in a university environment, preferably USC

The Trojan Family Rewards:

We pride ourselves in creating the BEST USC EXPERIENCE , and that begins with our employees! We offer a wide variety of benefits and programs that support our staff and their families. For more information please visit http://benefits.usc.edu .

This support advocates employee well-being. As members of the Trojan family, employees are connected by the traditions and history that make us proud to be Trojans!

As an equal opportunity employer, USC values and promotes diversity, equity and inclusion in the workplace. The work culture thrives on mutual respect, trust, and synergy amongst all of its members.

USC has great minds that transform the world with their talents and research. Will you be one? Join us!

FIGHT ON!

Minimum Education: Associate’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 2 years
Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.